How do I process pay current payrolls?
- Correct any missing punches and address any open requests.
- Approve time.
- Export payroll file from TimeStar.
- Export accruals from TimeStar.
- Generate the Retro Hours Report.
- Note: Please contact Technical Support if you do not have a saved Retro Hours Report.
- Submit payroll in Premier.
- Unapprove time in TimeStar.
- Note: This allows employees to continue punching in for the remaining days in the pay period as well as submit requests. Once the pay period ends, the employee hours would need to be reapproved in TimeStar.
- Close out of the pay period.
- Note: At this time, the retro hours will populate in the new pay period for the next payroll.
- When processing the next payroll, you can then generate the Retro Hours Report to capture the retro hours.
- Email the report to the payroll specialist when processing payroll.
When do retro hours populate?
Retro hours populate once the pay period in which you have already processed payroll has been closed. TimeStar looks at the export history to determine what has already been paid. The pay current processing compares the hours that were worked at the time of the payroll export versus the hours that are currently in the system during End of Period processing. If there is a difference, it then subtracts the hours that have already been paid from what is currently in the system. The remaining hours then create a “pay current adjustment.” These adjustments are then added into the new current pay period using “retro” pay types. These pay types correspond with the normal pay types that were used with the original hours (e.g., RREG instead of REG, RVAC instead of VAC, etc.).
Why do I need to generate the Retro Hours Report?
We do not export retro hours from TimeStar because retro hours can be positive or negative. Since the payroll system does not accept negative hours, a retro hours report will need to be manually generated and emailed to your Payroll Specialist. This will ensure that the payroll specialist has the accurate information to adjust the employee’s pay. If your Payroll Specialist does not receive the Retro Hours report, they may not be aware of any retro hours that should be added or deducted from the employee’s pay. It will be important to provide them with that report each pay period.
Why do I not see any retro hours?
If the employee’s final hours at the close of the pay period match what was exported to payroll previously, no retro adjustments will generate in the next pay period.
Why do I see Scheduled Regular?
Projecting/estimating future work hours is done using scheduled regular hours, in which the system will auto populate hours on an employee’s timesheet based on their assigned schedule. When it’s time to process payroll, the employer will pay the employee their actual worked hours up to the current date, plus their projected scheduled hours through the end of the pay period. The projected hours will be displayed as “SchedReg” hours in the system. The schedule regular hours will then be replaced with the actual worked hours, as the employee continues to track their time throughout the remainder of the pay period.
If the actual worked hours are different than the projected hours, a retro adjustment will be applied in the next pay period (once the pay period in which payroll has already been processed has been closed). If the actual hours worked match the projected hours, no retro adjustments will be generated.
How do I allow my employees to continue adding time after their hours have been approved?
In order for your employees to request time off, add time manually, or punch throughout the rest of the pay period; their time will need to be unappoved by a system administrator. Once their time has been unapproved, they should be able to proceed with their normal time entry.
To open this information in a new window or to email, use the following link: How Do I Process Pay Current Payrolls?